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Administrator Guide
Last Updated: 2023-06-23
Concept: Student Prospects

Concept: Student Prospects

A student prospect is someone your institution wants to recruit to apply and ultimately admit and enroll. For each prospect Workday stores:
  • Contact and other personal information.
  • Recruitment details.
  • The prospect's current stage of matriculation.
It can also store:
  • Application details.
  • Test results and transcripts from other institutions.

Creating Prospects

You can create prospects using:
  • The
    Create Student Prospect
     task.
  • The
    Create Student Applicant
     task.
  • Web services for loading prospects, applicants, transcripts, or test results.
  • Integrations that upload applicants or test results.

Linking Applications to Recruitments

A prospect can have:
  • 1 or more recruitment records. The combination of academic unit, level, and anticipated start date for each recruitment must be unique.
  • Zero or more applications.
When you create an applicant, Workday looks for an existing prospect who's an exact match.
  • If it finds an exact match who has a recruitment record for the same level of the academic unit or a superior academic unit as the application, it links the application to the recruitment. Prospect information from the application takes precedence.
  • If there's no exact match, Workday creates a default recruitment record with these values coming from the application:
    • Academic unit if the admitting unit recruits for the same academic level. Otherwise, it selects the closest superior academic unit that recruits at the same level and that uses the same period types (fixed or dynamic) as the admitting unit.
    • Academic level.
    • Program of study.
    • Anticipated start.
    • Location.
    • Source.
Admissions counselors and others can view only the prospect recruitment and application information they have security to access.

Recruiter and Region Assignments

When you add or edit prospect recruitments, Workday automatically assigns them to recruiting regions and recruiters based on matching criteria. You can also assign regions and recruiters manually.

Groupings and Pools

When you create an application, Workday automatically assigns it to:
  • An application grouping for the academic unit, level and anticipated start.
  • An application pool and admissions counselor based on pool eligibility rules.
It also assigns the application any requirements and assessments that apply to it.

Match and Merge

The Match and Merge process helps you identify and remove duplicate prospects. It merges exact matches and suggests possible matches for review when you add or edit:
  • Recruitments
  • Applicants
  • Applications

Prospect Stages

Each prospect has a stage value that identifies the current stage of matriculation:
  • Lead, Inquirer, and Pre-Applicant are stages you can assign to prospects who have recruitment details with no related application.
  • Applicant, Pre-Matriculant, and Student are stages Workday assigns to prospects who have an application.

Prospect Profiles

Each prospect has a profile you can access through the
Find Student Prospects
 report. If the prospect has more than 1 recruitment or application that you have permission to access, you can toggle between the records by clicking the
Total Prospect Records
 count on the profile. Your security and academic unit control the information you can see.